Entering disposal classes (disposal class screen)

Describing a disposal class

Disposal classes are groups of records performing or recording similar transactions and therefore sharing the same disposal action and minimum retention period.

In the same way that you described your terms, enter a clear description of the transactional processes and types of records that are covered by the class in the Description field.

Adding disposal information

Each disposal class must have a disposal action that specifies what should happen to the records.

To enter a disposal action:

• left-click ‘Add’ under Disposal
• if you have determined that the records should be retained for a minimum period of years or months before the disposal action is implemented, enter the number of years or months under ‘Retention period’. Note: If the disposal action does not require entry of a specific month or year, e.g. ‘Retain until administrative or reference use ceases’, leave these fields blank
• if you have determined that a disposal trigger (e.g. ‘action completed’, ‘contract expires’ or ‘date of receipt’) should occur before a disposal action is implemented or before a retention period commences, select a standard disposal trigger from the ‘Disposal trigger’ dropdown menu or enter a disposal trigger by typing directly into the ‘Disposal trigger’ field.
• under ‘Disposal Action’, choose either ‘Destroy’ or ‘Required as State archives’, as appropriate.

• to enter proposed custody arrangements for records required as State archives, follow the steps described above, i.e. under ‘Retention period’ enter the number of years for which your organisation proposes to retain the records before transferring them to State Records and under ‘Disposal trigger’ enter the ‘trigger’ event (e.g. ‘action completed’, ‘superseded’, etc) from which the retention period commences. Note: when ‘State archives’ is selected under ‘Disposal Action’, Authority Editor will render the information entered under ‘Retention’ as the proposed custody arrangements for transferring the records to State Records (see entry 3.6.1 in the tutorial example authority).

Tip: It is also possible to choose a disposal action of ‘Retain in agency’ or ‘Transfer’ from the ‘Disposal Action’ dropdown menu. These disposal actions should only be used in limited circumstances. You should contact State Records for more guidance about using these disposal actions.

On clicking ‘Apply’, your new disposal action will appear as plain English in the Disposal list for the class. To go back and edit it, simply double left-click on the list item. To delete it, right-click on the item and select ‘Delete’.

Adding a justification

Each disposal action must have a definitive, measurable statement that gives a clear rationale for the identified minimum retention period or the recommendation to retain the records as State archives.

Enter this statement in the Justification field. To assist agencies, State Records has compiled a sample of common justifications. To access this list, place the cursor in the Justification field and press ‘Control-J’. Select the appropriate justification from the lists provided and then click ‘Apply’.

You may modify these justifications as required.

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